Time Leadership Time Leadership

]im Estill, CEO ]im Estill, CEO
SYNNEX Canada Limited SYNNEX Canada Limited
'ime is the scarcest resource and unless it is managed nothing else can 'ime is the scarcest resource and unless it is managed nothing else can
be managed. be managed. Peter F. Drucker Peter F. Drucker
Life is short, art long, occasion sudden." Life is short, art long, occasion sudden." Hippocrates Hippocrates
'o save time, you must know where you are losing it." 'o save time, you must know where you are losing it."
]ohn Randolph Sauer ]ohn Randolph Sauer
'ime goes, you say? Ah, No! Alas, time stays, we go!" 'ime goes, you say? Ah, No! Alas, time stays, we go!"
Henry Dobson Henry Dobson
'hose who dare lose a day are dangerously prodigal, those 'hose who dare lose a day are dangerously prodigal, those
that dare mis that dare mis··spend it desperate." spend it desperate." ]oseph Hall ]oseph Hall
Everything comes to he who hustles while he waits." Everything comes to he who hustles while he waits."
'homas Edison 'homas Edison
"&TES "&TES
#E "&TES #E "&TES
Sense of urgency wins." Sense of urgency wins." ]im Estill ]im Estill
'ime stays long enough for anyone who will use 'ime stays long enough for anyone who will use
it." it." Leonardo Da vinci Leonardo Da vinci
You can't escape the responsibility of tomorrow You can't escape the responsibility of tomorrow
by evading it today." by evading it today." Abraham Lincoln Abraham Lincoln
illing time is really murdering opportunities" illing time is really murdering opportunities"
Richard Elmes Richard Elmes
TIE LEADE#SIP?
Leadership is doing the right things Leadership is doing the right things
Nanagement is doing things right Nanagement is doing things right
Nanagement comes after Nanagement comes after
Leadership Leadership
LEADE#SIP VS ANAGEENT
Leadership focuses on effectiveness Leadership focuses on effectiveness
Nanagement focuses on efficiency Nanagement focuses on efficiency
'ime Leadership is about Ouality 'ime Leadership is about Ouality
!f time is about quantity !f time is about quantity -- it is scarce it is scarce
'hink of your highly productive hours/days 'hink of your highly productive hours/days
in the last year in the last year
'he key is to raise the number of Ouality 'he key is to raise the number of Ouality
hours hours
'hings which matter most should 'hings which matter most should
never be at the mercy of things which never be at the mercy of things which
matter least." matter least." Coethe Coethe
HA' E !LL COvER HA' E !LL COvER
riting a Book riting a Book
Coal Setting Coal Setting
Figure out how you spend time Figure out how you spend time
Organizational systems Organizational systems
'o Do List 'o Do List
Procrastination Procrastination
Delegation Delegation
'he Powers 'he Powers
'ricks 'ricks
REPLACE YOUR CLOC !'H A REPLACE YOUR CLOC !'H A
CONPASS CONPASS
hat direction do you want to go? hat direction do you want to go?
Do you have clear goals? Do you have clear goals?
COALS COALS
You will get what you strive for You will get what you strive for
Anything you focus on will improve Anything you focus on will improve
COALS ARE DREANS COALS ARE DREANS
. with Action . with Action
COALS SE''!NC COALS SE''!NC
hat hat ·· specific specific
hy hy
hen hen ·· start, completion, milestones start, completion, milestones
How How
S S ·· Specific Specific
N N ·· Neasurable Neasurable
A A ·· Appropriate Appropriate
R R ·· Realistic Realistic
' ' ·· 'imed 'imed ·· milestones milestones
COAL SHEE'S COAL SHEE'S
values values
Life time Life time
6 months to live 6 months to live
1 year goal 1 year goal
COALS COALS
1 1 ·· Career Career
2 2 ·· Earnings Earnings
3 3 ·· Personal relationships Personal relationships
4 4 ·· Family Family
S S ·· Health Health
6 6 ·· Spiritual Spiritual
7 7 ·· Personal appearance Personal appearance
8 8 ·· Education/learning Education/learning
3 3 ·· Free time/hobby Free time/hobby
10 10 ·· vacation vacation
11 11 ·· !mprove your home !mprove your home
COALS COALS
1 1 ·· Remind daily Remind daily
·· re re··write write
·· speak speak
·· listen to them on tape listen to them on tape
2 2 ·· 'ell others 'ell others ·· get support get support
3 3 ·· visualize visualize
COALS COALS
Delete any goal that you are not Delete any goal that you are not
prepared to spend 1 hour on per week prepared to spend 1 hour on per week
CE''!NC 'O COALS CE''!NC 'O COALS
illpower is power illpower is power
Set out the why Set out the why ·· Notivational Notivational
Link all Actions to Coals Link all Actions to Coals
Break them down Break them down
'rack them 'rack them
rite them, read them rite them, read them
COALS COALS
Plan Plan ·· Action Plan Action Plan
Deadlines/check points Deadlines/check points
Block time to work on them Block time to work on them
Select space Select space
Cet 'ools Cet 'ools
Full attention Full attention
Clean up Clean up
HO DO YOU SPEND YOUR HO DO YOU SPEND YOUR
'!NE? '!NE?
Does it need to be done? Does it need to be done?
Change frequency Change frequency
Change quality Change quality
Change method (phone) Change method (phone)
Delegate part or all Delegate part or all
TE 5 S TE 5 S
hy hy
hy hy
hy hy
hy hy
hy hy
'!NE LOC '!NE LOC


L
D
6:00 - 6:15
6:15 - 6:30
6:30 - 6:45
6:45 -7:00
7:00 -7:15
7:15 - 7:30
7:30 - 7:45
7:45 - 8:00
8:00 - 8:15
8:15 - 8:30
8:30 - 8:45
8:45 -9:00
9:00 - 9:15
9:15 - 9:30
9:30 - 9:45
9:45 - 10:00
E
n
e
r
g
y
ON '!NE SHEE'S ON '!NE SHEE'S
L/D L/D ·· Like/Dislike Like/Dislike
Energy Energy ·· High/Low High/Low
Productivity Productivity ·· High/Low High/Low
ORCAN!ZE ORCAN!ZE
'o reduce stress 'o reduce stress
'o know your limits 'o know your limits
'o be reliable 'o be reliable
'o feel good about your job 'o feel good about your job
'HE BAS!S OF 'HE BAS!S OF
'!NE NANACENEN' '!NE NANACENEN'
'he 'o Do" list 'he 'o Do" list
Prioritize Prioritize
Nake it yours Nake it yours
Nake it simple and effective Nake it simple and effective
Don't let the simplicity fool you Don't let the simplicity fool you
YOU NEED A 'O DO L!S' YOU NEED A 'O DO L!S'
'o know what to do 'o know what to do
'o be reliable 'o be reliable
'o be able to prioritize 'o be able to prioritize
'o know your loading 'o know your loading
'O DO L!S' 'O DO L!S'
Put the item plus the first action step Put the item plus the first action step
you can take you can take
'he act of thinking of the next step 'he act of thinking of the next step
can move you forward quickly can move you forward quickly
'O DO L!S' 'O DO L!S'
rite down the time to complete each rite down the time to complete each
task beside each item. task beside each item.
'RAPS 'O AvO!D !'H 'RAPS 'O AvO!D !'H
'O DO L!S'" 'O DO L!S'"
Overwhelming list Overwhelming list ·· make a small make a small
list of items list of items
Crossing off" syndrome Crossing off" syndrome
Over listing Over listing ·· over planning over planning
PROCRAS'!NA'!ON PROCRAS'!NA'!ON
Set goals Set goals ·· limit time limit time
Do the pleasant part of a goal Do the pleasant part of a goal
'ell someone 'ell someone
Do it with someone Do it with someone
Break it down Break it down ·· instant tasks instant tasks
Cet more information Cet more information
Choose between 2 tasks Choose between 2 tasks
Reward/Punish Reward/Punish
ritten contract ritten contract
Chart progress Chart progress
PROCRAS'!NA'!ON PROCRAS'!NA'!ON
Successful people do tough things Successful people do tough things
Repeat that often Repeat that often
PROCRAS'!NA'!ON PROCRAS'!NA'!ON
e take action when it is more painful than not e take action when it is more painful than not
taking action taking action
e take action when it is more rewarding than not e take action when it is more rewarding than not
taking action taking action
Nake the Pain/Cain more real Nake the Pain/Cain more real
List Pros/Cons List Pros/Cons
Reward/Punish Reward/Punish
PROCRAS'!NA'!ON PROCRAS'!NA'!ON
Coal review Coal review
'o Do List review 'o Do List review
Creat for keeping on track Creat for keeping on track
P##ASTINATIN P##ASTINATIN
'he power of having someone start the 'he power of having someone start the
job. job.
ASK &#SELF TE "&ESTIN, ASK &#SELF TE "&ESTIN,
'4:d y4: ike t4 have. '4:d y4: ike t4 have.
Accomplished Accomplished
orked out orked out
Finished it, etc. Finished it, etc.
Consider journaling Consider journaling
HO 'O DELECA'E HO 'O DELECA'E
hat needs to be done? hat needs to be done?
hen does it need to be done by? hen does it need to be done by?
How should it be done? How should it be done?
ho should do it? ho should do it?
hy it needs doing? (background) hy it needs doing? (background)
Oral, written Oral, written ·· both is best both is best
E E··mail, voicemail mail, voicemail ·· dangerous because dangerous because
it is impersonal it is impersonal ·· unable to sense person unable to sense person
Ask Ask ·· don't demand (get feedback) don't demand (get feedback)
HO 'O DELECA'E 'O HO 'O DELECA'E 'O
Your employees Your employees
Your peers/supervisors (if they can do Your peers/supervisors (if they can do
the job more easily or better) the job more easily or better)
Suppliers Suppliers
Customers (thanks is even more Customers (thanks is even more
important) important)
CAT!ON !S A OT !K NTWORK!NC CAT!ON !S A OT !K NTWORK!NC
DELECA'!ON DELECA'!ON
hen someone else can do the job hen someone else can do the job
significantly faster, better and more easily significantly faster, better and more easily
than you than you
hen you are overloaded (you will only hen you are overloaded (you will only
know this if you have a 'o Do List) know this if you have a 'o Do List)
Don't delegate unless it is necessary (you Don't delegate unless it is necessary (you
waste brownie points!) waste brownie points!)
Don't over delegate Don't over delegate ·· find a balance find a balance ·· don't don't
alienate people alienate people
HO 'O DELECA'E HO 'O DELECA'E
Respect the person you delegate to Respect the person you delegate to
Attitude is everything Attitude is everything
Do they understand the hat, hen, hy S Do they understand the hat, hen, hy S
How"? How"?
'reat them with respect 'reat them with respect
we all have strengths we all have strengths
accentuate these and try to coach on accentuate these and try to coach on
weaknesses weaknesses
Sometimes it is a long Sometimes it is a long··term investment term investment ·· it it
takes time to train takes time to train
REC!PROCA'E REC!PROCA'E
Accept jobs delegated to you Accept jobs delegated to you
Do them well Do them well
Cive feedback to delegator Cive feedback to delegator
Be cheerful and considerate Be cheerful and considerate
Ask for clarification if required Ask for clarification if required
Be reliable Be reliable ·· have a 'o Do" list have a 'o Do" list
HEN DELECA'!NC... HEN DELECA'!NC...
CHEC BAC !F... CHEC BAC !F...
You lack confidence in the person You lack confidence in the person
'he job is very important 'he job is very important
Remember Remember ·· it is still your job/responsibility! it is still your job/responsibility!
FEEDBAC FEEDBAC
'hanks 'hanks
'raining/give feedback nicely 'raining/give feedback nicely
At the time, can this person handle it? At the time, can this person handle it?
People will respond better if they feel you People will respond better if they feel you
are pulling your weight are pulling your weight
'HE POER OF H!LE 'HE POER OF H!LE
hat can you do while. hat can you do while.
driving driving
exercising exercising
watching 'v watching 'v
!N 'HE CAR !N 'HE CAR
Drive safely Drive safely ·· hands free cell phone hands free cell phone
Listen to motivational tapes (also while Listen to motivational tapes (also while
exercising/doing things around the house exercising/doing things around the house
etc.) etc.)
Use dictaphone Use dictaphone ·· another great time saver another great time saver
use bullets use bullets
dictated but not read" dictated but not read"
H!LE A'CH!NC 'v H!LE A'CH!NC 'v
Exercise Exercise
Read Read
Stretch Stretch
H!LE EXERC!S!NC... H!LE EXERC!S!NC...
Listen to audio books Listen to audio books
Do it with a friend Do it with a friend
Read Read
TIE ASTE#S AND SAVE#S TIE ASTE#S AND SAVE#S
'!NE AS'ERS '!NE AS'ERS
Busy work Busy work
]obs not suited to you ]obs not suited to you
Re Re··doing work doing work
Handle paper only once Handle paper only once
Extra steps/motions Extra steps/motions
Bits of paper and sticky pads Bits of paper and sticky pads
Computer games/ !nternet Computer games/ !nternet
!dentify your '!NE AS'ERS !dentify your '!NE AS'ERS
'!NE SAvERS '!NE SAvERS
voice mail/E voice mail/E··mail mail
Fax Fax
Form letters Form letters
Hand written notes Hand written notes
Do not reinvent the wheel Do not reinvent the wheel ·· it is not cheating in business to it is not cheating in business to
copy copy
A place for everything, everything in its place A place for everything, everything in its place
AN ORCAN!ZA'!ONAL SYS'EN AN ORCAN!ZA'!ONAL SYS'EN
'HA' ORS FOR NE 'HA' ORS FOR NE
'o Do list 'o Do list
'o Do today 'o Do today
'ickler files 'ickler files ·· next week, next month next week, next month
Project box Project box
Nicrosoft Outlook Nicrosoft Outlook ·· networked networked
R!N pager R!N pager ·· Synced Synced
!n Box !n Box
Slush drawer Slush drawer
Reading material/files Reading material/files ·· always carry. always carry.
'apes/CDs in car 'apes/CDs in car
Person files Person files
Phone call organization Phone call organization
DO!NC YOUR ]OB DO!NC YOUR ]OB
PERFEC'!ON!SN PERFEC'!ON!SN ·· can waste time can waste time
D!RF' D!RF' ·· Do !t Right the First 'ime Do !t Right the First 'ime
Accuracy Pays Accuracy Pays
!s good enough !s good enough ·· good enough? good enough?

SAY!NC NO SAY!NC NO
!t's okay to say no !t's okay to say no
Explain why not Explain why not
Be diplomatic Be diplomatic
Suggest someone else who may be able to Suggest someone else who may be able to
help help
Don't always say no Don't always say no ·· you may need their you may need their
help one day help one day
Let your supervisor know your limit Let your supervisor know your limit
Be realistic in what you can do in what time Be realistic in what you can do in what time
BALANCE BALANCE
BE HEAL'HY BE HEAL'HY
Eat right Eat right
Sleep well Sleep well
Relax Relax
Exercise Exercise
DE'ERN!NE YOUR DA!LY RHY'HN DE'ERN!NE YOUR DA!LY RHY'HN
Schedule creative work Schedule creative work
hen is your high energy time? hen is your high energy time?
TE AI#PLANE ANALG TE AI#PLANE ANALG
S0,000 ft S0,000 ft -- 3 3 ·· S years S years
20,000 20,000 -- 3 months 3 months
Runway Runway -- the urgent now the urgent now
e travel farther faster at S0,000 ft e travel farther faster at S0,000 ft
'!PS '!PS
Efficient people use every minute Efficient people use every minute
'here is no waiting time, it is 'here is no waiting time, it is
always used always used
e.g., Empty the dishwasher while e.g., Empty the dishwasher while
waiting for the toast to pop up. waiting for the toast to pop up.
e.g., Read eight pages of a e.g., Read eight pages of a
magazine while waiting in line. magazine while waiting in line.
'!PS '!PS
'hink on paper 'hink on paper
'he splatter diagram 'he splatter diagram
'!PS '!PS
3 pages at a time 3 pages at a time
12 curls at a time 12 curls at a time
4 stretches at a time 4 stretches at a time
'!PS '!PS
Stand up while on the phone Stand up while on the phone
'!PS '!PS
Avoid clutter Avoid clutter
'!PS '!PS
'ake speed reading course 'ake speed reading course --
and read tons and read tons
Read first and last paragraph Read first and last paragraph
'!PS '!PS
Always carry reading for waits Always carry reading for waits
'ips 'ips
Reduce your interactions by 20% Reduce your interactions by 20%
'ips 'ips
Nicroactions inch Nicroactions inch··by by··inch inch
One Nore 'hing. One Nore 'hing.
TE PE# F ANT#AS
hat the heck go for it anyways hat the heck go for it anyways
! am very healthy, ! heal very quickly ! am very healthy, ! heal very quickly
Successful people do tough things Successful people do tough things
TE PE# F ENT&
Success breeds success Success breeds success
Small success lead to larger ones Small success lead to larger ones
TE PE# F ENE#G
Be inspired Be inspired
Eat light Eat light
Exercise Exercise
Breathe Breathe
Neditate Neditate
Analyze what gives you power and what Analyze what gives you power and what
drains drains
TE PE# F INSPI#ATIN
'his can create frictionless productivity 'his can create frictionless productivity
Flow Flow
Brainstorm on the why Brainstorm on the why
TE PE# F B#EAKS AND
ANGES
Change from one productive task to Change from one productive task to
another another
TE PE# F NE EA#S
#ESL&TINS
]an 1, Sept 1 ]an 1, Sept 1
rite them rite them
Publicize them Publicize them
'he Power of 3 Coals 'he Power of 3 Coals
TE PE# F BEING TANKF&L
Develop an attitude of gratitude Develop an attitude of gratitude
Nantra Nantra -- ! lead a charmed life" ! lead a charmed life"
TE PE# F LEAVING TE #
NEATE#
Always leave the room neater than before Always leave the room neater than before
PE# F TPING PE# F TPING
'ake a 'ake a course course
TIPS
Nove closer to work Nove closer to work ·· 1S minutes 1S minutes
each way saves 2 weeks or 100 each way saves 2 weeks or 100
hours/year hours/year
@$20/hour , 1 hour/day costs @$20/hour , 1 hour/day costs
$12,800 after tax $12,800 after tax
TIPS
Build a Don't Do List" Build a Don't Do List"
TIPS
ROA ROA -- Return On Attention Return On Attention
TIP TIP
2 minute rule 2 minute rule
Drop to 1S seconds in tight times Drop to 1S seconds in tight times
TIPS TIPS
Do the most difficult job first thing Do the most difficult job first thing
every day every day
Do the worst thing Do the worst thing -- first thing first thing
Swallow a frog Swallow a frog
TIPS TIPS
'he better ! know myself, the better ! 'he better ! know myself, the better !
am able to spend my time am able to spend my time
TIE SAVING TIP TIE SAVING TIP
Croup similar tasks together Croup similar tasks together
Reduces learning time Reduces learning time
Reduces clean up time Reduces clean up time
Reduces time to find things Reduces time to find things
VIEAIL T#IKS VIEAIL T#IKS
Forward to assistant Forward to assistant
Leave real message Leave real message ·· draconian draconian
Cive alternatives Cive alternatives
Cive email address Cive email address
hen leaving voicemail, leave real hen leaving voicemail, leave real
message message and and number number
EAIL T#IKS EAIL T#IKS
Dictate e·mails
Nake sure your contact info is included
with your email (company, address,
telephone S fax numbers)
Cet off lists
Use mail folders well
Use filters
T#IKS T#IKS
Eliminate 'emptation Eliminate 'emptation
No 'v No 'v
No Food No Food
Pack car with workout clothes Pack car with workout clothes
T#IKS T#IKS
2 P's 2 P's
Perfection/Procrastination Perfection/Procrastination
2 ''s 2 ''s
'v/'elephone 'v/'elephone
Control them all Control them all
PLANT TE SEED PLANT TE SEED
Nost solutions and polish" come to me
when ! am not thinking about it
! set myself in a situation which spawns
problem solving
T#IKS T#IKS
Plan errands
Plan route
Plan common stuff
T#IKS T#IKS
Cut sleep by just one hour a day
14.S% increase in productive time
every year
You can always sleep when you are
dead
T#IKS T#IKS
Personal Coach Personal Coach
Email Friend Email Friend
T#IKS T#IKS
Be a minimalist Be a minimalist
cost of storage cost of storage
have space for everything have space for everything
Owning things costs time and causes Owning things costs time and causes
stress stress
T#IKS T#IKS
'O'AL FOCUS 'O'AL FOCUS
100% in the Noment 100% in the Noment
T#IKS T#IKS
Lakein's question
hat is the best use of your time right
now?
T#IKS T#IKS
Be Punctual Be Punctual
Noral Power Noral Power
Less Stress Less Stress
T#IKS T#IKS
Neetings Neetings
Nax one hour Nax one hour
Agenda Agenda
Standing up Standing up
Before lunch/dinner or another meeting Before lunch/dinner or another meeting
Learn to run a tight meeting Learn to run a tight meeting
T#IKS T#IKS
Use an Assistant Use an Assistant
Can more than double output Can more than double output
Delegate appropriately Delegate appropriately
High responsibility High responsibility
Not personal Not personal
T#IKS T#IKS
File in only one place File in only one place
hy have two places for the hy have two places for the
same thing? same thing?
T#IKS T#IKS
Close door Close door
Hide Hide
T#IKS T#IKS
Self Self··discipline discipline
Forms a habit Forms a habit ·· 21 days 21 days
Success in small goals Success in small goals
e.g., exercise e.g., exercise
T#APS T#APS
Notion is not action Notion is not action
Notion is not always effective Notion is not always effective
T#IKS T#IKS
Create a SPACE" Create a SPACE"
outfit it with the tools outfit it with the tools -- pen/paper etc. pen/paper etc.
T#IKS T#IKS
Have multiple common use items Have multiple common use items
stapler stapler
scissors scissors
screwdriver screwdriver
T#IKS T#IKS
Live off Peak Live off Peak
Shopping Shopping
Rush hour Rush hour
Avoid lines Avoid lines
T#IKS T#IKS
Schedule phone calls Schedule phone calls
Plan content Plan content
T#IKS T#IKS
hen leaving a voicemail, say the hen leaving a voicemail, say the
number as if you are writing it, and say number as if you are writing it, and say
it twice it twice
T#IKS T#IKS
'ime Blocking 'ime Blocking
'R!CS 'R!CS
'v 'v
tape shows tape shows
speed watch speed watch
T#IKS T#IKS
'alk fast 'alk fast
alk fast alk fast
Speed up Speed up
!t's healthier !t's healthier
T#IKS T#IKS
!n reading newspapers and magazines, !n reading newspapers and magazines,
read the first and last paragraphs read the first and last paragraphs
T#IKS T#IKS
'rack things you want to do 'rack things you want to do
'rack things you want to stop 'rack things you want to stop
T#IKS T#IKS
You cannot stop a habit You cannot stop a habit
You can only replace it You can only replace it
e are the product of what we repeatedly e are the product of what we repeatedly
do do
T#IKS T#IKS
Audio books Audio books
Listen only once Listen only once
IN TE END IN TE END
Be effective (Coals) Be effective (Coals)
Efficient (time use) Efficient (time use)
Leadership (direction)comes before Leadership (direction)comes before
Nanagement (efficiency) Nanagement (efficiency)
SET A PAE SET A PAE
Set a pace that you can maintain
forever, but sense of urgency wins
Time Leadership Time Leadership
]im Estill, CEO ]im Estill, CEO
SYNNEX Canada Limited SYNNEX Canada Limited
http://jimestill.blogspot.com http://jimestill.blogspot.com//

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